Summary
Overview
Work History
Education
Skills
Timeline
Generic

MADDISON MILES

Caloundra,Sunshine Coast

Summary

An experienced Office Manager/Executive Assistant with vast expertise managing administrative operations and offering all-encompassing support to maximise effectiveness and productivity. Highly skilled and results driven. A track record of streamlining procedures, improving efficiency, and putting in place effective methods to maintain productive office operations. Exceptional interpersonal and communication skills, as well as strong organisational and multitasking capabilities.

Overview

12
12
years of professional experience

Work History

Service Advisor

Western Truck Group
09.2023 - 12.2023
  • Accurately and completely generate work order
  • Gather any additional information that will assist with the repair order
  • Assist with workflow planning
  • Ensure customer accounts and payment method
  • Ensure all work is authorised by customer
  • Enhanced customer satisfaction by providing timely and accurate service recommendations.
  • Streamlined appointment scheduling for improved efficiency and increased daily appointments.
  • Reduced wait times with efficient coordination of service tasks among technicians.
  • Increased repeat business, establishing rapport and trust with customers through attentive listening and clear communication.
  • Ensured high-quality service delivery by closely monitoring work progress and promptly addressing any issues or concerns.
  • Maintained detailed records of services performed, ensuring accuracy in billing and warranty claims processing.
  • Collaborated with parts department to expedite necessary repairs, minimising downtime for customer vehicles.
  • Provided exceptional customer service, resolving complaints diplomatically and efficiently.
  • Educated customers on proper vehicle maintenance, fostering long-term relationships built on trust and loyalty.
  • Achieved high customer ratings by consistently exceeding expectations in all aspects of service advising.
  • Promoted additional services based on individual customer needs, increasing overall revenue without compromising integrity or trustworthiness.
  • Pleasantly greeted customers and asked open-ended questions to better determine needs.
  • Followed up with customers to offer additional support and check resolution satisfaction.
  • Check job card is satisfactorily completed by workshop staff
  • Transfer job card information into Dealer Management System
  • Cost the job, ensuring that all charges are correct to the mutual benefit of the customer and the company
  • Present job/Invoice to customer and daily invoiced of workshop repair orders
  • Escort customer to their vehicle
  • Remain in continuous and direct contact with mechanics, supervisors and the customer
  • Ensuring Database entry and accuracy
  • Inbound and Outbound calls for the Service Department
  • Following up on quotes daily
  • Following up on previous work performed for customer feedback

Office Manager & Executive Assistant

KickAss Products Pty Ltd / KickAss Entertainment
01.2022 - 06.2023
  • Executive Assistant to Owner/CEO/CFO and General Manager
  • Maintain and run two business locations, one of which is the Sunshine Coast and the other is in Brisbane
  • The locations include a warehouse and retail stores
  • Management in the organisation and development of the 3 day KickAss Camping and Music Festival, which attracted over 1200 visitors
  • Project management for the Acacia Ridge Head Office opening, resulting in a successful $160,000 furniture fit-out for new global office & warehouse
  • Business and Insurance document management and liaison
  • Develop and administrate new company policies, processes and procedures
  • Maintain site security and access at both locations
  • Management of company fleet vehicles such as users, driver identification, maintenance, vehicle monitoring and tracking
  • Monitoring of all IT administration, mobiles, laptops, emails
  • Oversee travel logistics and coordination for the team and external guests, speakers, other key stakeholders and visa lodgement
  • Coordinate building premises maintenance with subcontractors such as cleaners, garden maintenance, trades
  • Oversee and management of all building lease agreements and insurance policies
  • Spearhead a variety of internal events and collaborate with the leadership team on facilitating external wider organisational events
  • Support organisational compliance and risk mitigation operations e.g
  • Fire safety, first aid, business continuity planning
  • Complex calendar management for the teams and set up meetings across multiple time zones
  • Manage priorities, and potential conflicts for meetings that involve the whole team
  • Assist with the preparation and formatting of presentations, letters, and reports as required in compliance with the standard requirement
  • Manage the onboarding and induction of new hires and update the CRM for HR and finance matters
  • Act as point of contact in for HR, Compliance, Legal and accounting requirements
  • Handle any queries and work with the local team to address any issues/requests.

Repair Coordinator/Project Manager

InTouch Projects Pty Ltd
01.2021 - 01.2022
  • Conduct daily follow up with Supervisors of their active jobs and weekly schedules
  • Management of up to 3 Supervisors, running 85+ active jobs
  • Prepare, management peer review all Make Safe Emergency Repair Reports
  • Review of all estimates, quotations, roof reports, pre-start inspection, SWMS/SSSP's
  • Coordinate and conduct weekly meetings with Supervisors to push forward jobs of needed attention
  • Provide client and customer updates to for all running jobs, weekly/daily
  • Contracts administration including managing any variations and time delays
  • Contract preparation with clients and customers for signed L1 contracts
  • Supervise small running repair jobs solely without supervision from Operations Management
  • Provide administration support to the organisation’s administrative needs
  • Assist with client invoicing for variations, make safes, private works and basic accounts
  • Compile and review all necessary documentation assigned to projects such as QBCC warranty, Site Hazard forms, SSSP/SWMS, contracts, Pre-Start Inspection, Form 4, Form 41 etc
  • Coordinate regular meetings as required, create minutes of proceedings, document decisions, and carry out any actions that are assigned by the Supervisors/Management
  • Scheduling and calling up of trades availability and subcontractor sign ons
  • Sourcing and procurement of new trades via social media network/QBCC/word of mouth
  • Provide schedule of repair works to all clients, customers and insurance companies
  • Provide support to the project teams with daily administrative and documentation functions to ensure they are managed and reported with a consistent approach, format, and frequency
  • Customer complaint dispute and resolution
  • Liaise with contractors, site employees, and customer representatives as required to maintain accurate schedule of project
  • Assisting Site Supervisors with queries
  • Workflow management (Prime).

Personal Assistant to Owners

Accelerate Auto Electrics Pty Ltd
01.2020 - 01.2021
  • Conduct daily follow up calls with customers for scheduling and feedback
  • Daily diary management and records of staff schedules
  • Respond to social media comments and messages via social platforms
  • Book in and produce leads for scheduling in customers for mechanical works (FB, IG, YT, Google Business)
  • Work closely with owners on new building renovations
  • Organising of storage sheds, containers, epoxy flooring, building schedule, electrical and plumbing, all that entails for a new rebrand and renovations of a building
  • Marketing material such as banners, online advertisements and social media posts
  • Create company videos demonstrating mechanical faults, leaks and how to fix them, weekly uploads
  • Monitor all YouTube Studio progression and statistics
  • Banking and all credit card and receipt reconciliation
  • General PA duties to owners (picking up items, children’s calendar, insurance and private matters
  • Management of refitting and labelling all products in new show room
  • Monitor all Shopify orders and preparation for Australia post via in house apps HR such as annual leave and employment documentation for all new employees
  • Answer all incoming calls via DialPad for any customer service or owner related enquiries
  • Conduct meetings with engineers, surveyors, concreter and all trades of construction on a daily basis in preparation and during the build
  • Preparation of contracts between contractors and main distributors
  • Managed a team of electricians and assisted in purchasing of conduit, wiring et.

Personal Assistant to National Sales Manager & Owner

Deppro Pty Ltd
01.2015 - 01.2019
  • Complex diary and email management
  • Prioritisation and co-ordination or internal and external meetings
  • The day-to-day organisation of workload, ensuring smooth workflow for the NSM and Owner
  • Ensure all statutory requirements are identified and met by National Sales Manager
  • Maintain & develop systems, procedures & records in line with company policies
  • Ensure all Tax Depreciation reports were delivered on time to clients
  • Maintain relationships with Yellow Brick Road & Bank West
  • Corporate expenditure reconciling & invoice processing
  • Preparation of contracts between referrers and Deppro
  • Client management of in-house CRM system, updating client/referral contact details
  • Management of incoming mail and distribution
  • Prepared marketing plans for all regional states for new financial year
  • Managed social media pages such as daily Facebook posts
  • Daily diary management and timesheet coordination of National Sales Manager
  • Coordinating and managing onsite and offsite meetings, conferences, and events
  • Delivering marketing materials to accountants to maintain partnerships.

Personal Assistant to Sales Manager

Simjen Pty Ltd
01.2012 - 01.2015
  • Assistant to the National Sales Manager
  • Assist in managing the day to day tasks of the business
  • Competitor analysis, review, cold calling and reporting
  • Weekly Monday meeting preparation and prepare reports on YTD sales
  • Management of login in details for Norada, Solve, G-mail and server access
  • Research & preparation of sale conversions (bar graphs, linear lines, conversions)
  • Process of marketing contracts update sales report daily, detailing new contracts
  • Created Management sales reports for Sydney, Melbourne, Brisbane offices
  • Weekly reporting on online conversion rates, leads and turnover of sales
  • Updated business analyst contact sheet on a weekly basis
  • Diary management for senior managers and staff
  • Dealing with daily requirements, Incoming e-mail, and correspondence on behalf of the manager, when required
  • Perform tasks, briefing papers, producing documents, reports and presentations
  • Responsible for meeting and greeting clients at all levels of seniority
  • Liaise with external suppliers, stakeholders, clients and other external agencies
  • Devise and maintains office systems, like filing and data management
  • Provide general assistance to the manager during company presentations.

Education

Chancellor State College
2009

Skills

  • Adaptability
  • Analytical
  • Business Development
  • Contract Administration
  • Creative Design
  • Critical Thinking
  • Documentation and Control
  • Event Management
  • Expense Reporting
  • Financial Reporting
  • Human Resources
  • Initiative
  • Leadership
  • Office Administration
  • Office Management
  • Operations Management
  • Performance Improvement
  • Policy and Procedure Modification
  • Policy Implementation
  • Presentation Design
  • Process Improvement
  • Project Management
  • Proposal Writing
  • Report Preparation
  • Report Writing
  • Results Driven
  • Scheduling and Calendar Management
  • Software Proficiency
  • Staff Management
  • Time Management
  • Travel Coordination
  • Workflow Planning

Timeline

Service Advisor

Western Truck Group
09.2023 - 12.2023

Office Manager & Executive Assistant

KickAss Products Pty Ltd / KickAss Entertainment
01.2022 - 06.2023

Repair Coordinator/Project Manager

InTouch Projects Pty Ltd
01.2021 - 01.2022

Personal Assistant to Owners

Accelerate Auto Electrics Pty Ltd
01.2020 - 01.2021

Personal Assistant to National Sales Manager & Owner

Deppro Pty Ltd
01.2015 - 01.2019

Personal Assistant to Sales Manager

Simjen Pty Ltd
01.2012 - 01.2015

Chancellor State College

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MADDISON MILES